Privacy policy

Who we are

Capillary Health is a product of ConductScience, based in Skokie, Illinois. In this policy, "we" means the Capillary Health team at ConductScience.

Email support@conductscience.com with any question about your information or this policy.

What we collect

We collect what you give us and what our servers record when you use Capillary.

Your account

• Your name and email address.
• Your password, if you set one. The sign-in service stores it only as a hash, which cannot be turned back into the password.
• If you sign in with Google or Microsoft, a link to that account: its account ID, your name and your email address.
• The departments you belong to and your role in each.
• Your settings, such as your start page and which emails you want.

Schedules

• Rosters that schedulers enter or import: each person's first and last name, email address and role (MD, DO, NP, PA or RN).
• Shifts, draft and published schedules, and who published them.
• Requests and preferences: days you want off or want to work, time off, the shifts you prefer, how many shifts you want, the rest you need between them, and any note you add.
• Shift trades, call-outs, open shifts offered for cover, bids and backup duty: who offered a shift, who took it, any premium or bid, and notes.
• Invitations: the email address invited and who sent the invitation.

Tools for your own use

These hold information only if you use them.

• In My hours, you can bring in your calendar from another scheduling system, by link or file, the same way you would add it to Google Calendar or Apple Calendar. If you add a link, we use it to keep your shifts up to date. We store the shifts the calendar lists: times, titles and locations.
• On the Department tab, you can bring in your group's whole schedule, with everyone's names and shifts. We use it to show you the schedule, count hours, nights, weekends and rest for everyone on it, and find swaps that suit you and a colleague, based on the shifts each person usually works.
• With it, you can keep a list of the shifts and days you want off, and ask us to email you when a likely swap shows up for one of your shifts. We keep these with your account until you remove them or the shift has passed.
• When you send a swap request, each colleague in it gets their own link, and the people in the swap see its shifts and names. If someone sends you a swap request link, Capillary keeps your yes or no with their request, shows it only to the people in that swap and uses it to suggest better swaps. It deletes your answer 30 days after the last shift in the swap.
• Fatigue check-ins you log after a shift: a rating from 1 to 7 and, if you add them, hours of sleep and a note.
• Settings you choose for the charts of your own shifts on the Analytics page, such as the shortest rest you want between shifts and whether you are a morning or evening person.
• A calendar subscription link, if you make one, lets your calendar app show your Capillary shifts. Anyone with the link can see those shifts, so you can replace it or turn it off at any time.

The free schedule check

• The schedule check on our website reads a calendar you add, by link or by file, without an account. The two-calendar check reads two or three of your calendars the same way. The swap check reads yours and a colleague's shifts, which you type in or which come from a calendar they gave you. Nothing in either is kept, and a result you copy goes only to your own clipboard.
• A calendar file is read in your browser. It is not sent to us.
• A calendar link is sent to the scheduling service, which reads the calendar once and sends back to your browser only the start and end times of its entries, marking the ones it leaves out as on call or short: no titles, places or notes. We keep neither the link nor the shifts, and we do not log the link.
• If you choose Keep this updated, we keep the link or the file, encrypted, for 24 hours while you create an account. Your first visit to Calendars adds it to your account and deletes the saved copy. An unused copy is deleted after 24 hours.
• Sharing the check opens your own phone or email app. We send nothing and keep no record of who you share with. The link you share carries a random code, made in your browser and tied to no person or calendar, so we can count visits that come from shares.

Groups

• If you have a calendar saved in My hours, you can start a group for your program, department or unit and invite colleagues with a link. Joining needs a free account. We store the group's name and kind, who started it, its invitation code and who has joined.
• We store no numbers for a group. Each time a member opens it, we work out the group's numbers for the last 4 weeks from its members' saved calendars, by the same rules for everyone: hours a week, night shifts, weekend shifts and quick returns, as the middle value for the group, and how evenly night and weekend shifts are shared.
• Only members who have a saved calendar see these numbers, and only once 5 or more members have one. Each sees their own numbers beside the group's. No member sees another member's name, email address or numbers.
• Anyone with the invitation link can see the group's name, its kind, how many members it has and how many have a saved calendar. The person who started the group can replace the link, and the old one then stops working.
• When you leave a group, your numbers stop counting in it right away. The person who started a group can close it for everyone, and the last member to leave closes it; either way the group and its link are deleted at once.

Messages you send us

• Website forms (the contact form, booking a call with a logistics expert and Partner): your name, email address, organization and the details you enter, such as your message, role, team size, daily patient census or the software you use. Each form emails them to our team.
• Before you send a website form, check a calendar link or save a schedule check, Cloudflare Turnstile checks that you are a person. We receive only the result.
• A call you book: the time you choose, your time zone, and your name, email address, organization and notes. We add the call to our expert's Google Calendar, and Google emails you the invitation with a video link.
• A department you refer from the app: the department, its location, the contact's name and email address, your note, and whether we may tell them you suggested it. We store the referral and email it to our team. Unless you tick that box, we never name you or hint at you when we contact them.

The help assistant

• The scheduling app has a help assistant called July. You ask it how to do something in Capillary, and it answers from our help guide.
• Each time you ask, July receives your question, your recent conversation with it and which page of the app you are on. It cannot see your schedules, your team or your settings, and it does not receive your name, your role or your email address.
• Anthropic's Claude model writes the answers, so Anthropic receives those three things too.
• Your conversation is kept only in the browser tab you have open. It is erased when you close the tab or sign out. Our servers do not store your questions or July's answers.
• If you send the "Message the team" form in the same panel, it emails our team the name, email address and message you enter, and which page you were on.

What our servers record

• Each request to the scheduling service: your account, the action, the time, the network (IP) address it came from and your browser type.
• Each sign-in session: your browser type and when you were last active.
• Vercel, our website host, keeps standard request logs, such as the network address and the page requested.

Analytics on our website and app

• Google Analytics records the pages you visit on our website and in the scheduling app, how you reached them, your device and browser, and an approximate location based on your network address.
• It also counts uses of the free tools, whether a calendar check worked, shares by the way you shared (never who with), groups started and groups reaching 5 members (by kind only), and new accounts with the page and campaign that first brought you to the site. These events carry no calendar, shift, name or link.
• The page addresses it receives leave out invitation codes and saved-check codes.
• We set Google Analytics not to use this information for Google's advertising features.

How we use it

• To create your account and sign you in.
• To build, check and publish schedules, and to show each person their shifts, requests and trades.
• To run the checks you see, such as overlapping shifts and rest between shifts, including shifts at your other sites.
• To show you analytics on your shifts and, if you bring in your group's schedule, on everyone in it.
• To send the email the service needs: invitations, sign-in and password links, trade and call-out notices, open-shift offers, and swap request and watched-shift notices. You can turn off trade emails (which include swap requests and watched shifts) and open-shift offers in My account.
• To answer your messages, hold the calls you book and follow up on referrals.
• To answer your help questions.
• To keep the service secure, look into problems and learn which pages people use.
• To improve Capillary and build new products.

We do not sell personal information. We do not use it for advertising.

Who can see it

• Schedulers in a department see its roster, schedules, requests, preferences, trades and bids on open shifts.
• Clinicians see their department's published schedule, their own requests and bids, and the trades and open shifts they can take part in.
• No one in your department or hospital sees your My hours page, Analytics page, fatigue check-ins or Department tab.
• In a group you join, other members with a saved calendar see the group's numbers, which include yours once 5 or more members have one. They never see your name or your own numbers.
• People on the Capillary Health team with administrator access can see your account the way you do, only to help with problems. They cannot change anything, and every view is logged.
• Outside Capillary, we share personal information only with the companies listed below, or when the law requires it.

Signing in with Google or Microsoft

When you sign in with Google or Microsoft, it sends Capillary your name, email address and account ID, and can include other basic profile details, such as a profile picture or job title. We keep only your name, email address and account ID. Capillary cannot read your email, files or calendar in those accounts.

We use this information to create your Capillary account and sign you in. After that, your name and email address appear like your other account details, for example on your department's schedule and in the emails you choose to get. We do not sell them or use them for advertising, and we share them only as this policy describes.

Capillary's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Removing Capillary's access in your Google or Microsoft account settings stops that way of signing in. It does not delete your Capillary account. To keep signing in, set a password with "Forgot password?" on the sign-in page.

Companies that handle data for us

Cookies and browser storage

You can delete cookies and site data in your browser settings. Signing in needs the sign-in cookies. To stop Google Analytics on every site, use Google's opt-out add-on.

How long we keep it, and deleting your account

• We keep your account and the schedules you work with while your account is open.
• You can download or delete your My hours data in My hours at any time. You can remove a group calendar from the Department tab, and leave a group from Groups.
• We keep the activity log of requests to the scheduling service for security. It has no set time limit, and we keep it when an account is deleted.
• Database backups are kept for 7 days.
• Messages from the website forms, the "Message the team" form and department referrals stay in our team's email so we can follow up. We delete them if you ask.

Delete your account

Email support@conductscience.com from the address you sign in with and ask us to delete your account. We delete your account, your sign-in record and the information that is only yours, such as My hours, fatigue check-ins, Department tab calendars, your group memberships and your settings. We confirm by email when it is done. Copies in backups are gone within 7 days.

Records you made inside a department stay with that department, because they are part of its schedule: published schedules, requests, trades and call-outs. Your name can stay on them.

If a department put you on its roster and you have no account, ask that department's scheduler to remove you, or email support@conductscience.com and we will help.

See or correct your information

You can change your name and which emails you get in My account. To get a copy of your information, or to correct something you cannot change yourself, email support@conductscience.com.

Security

• Every connection to Capillary uses HTTPS. The scheduling service's connection to its database is encrypted too.
• Microsoft Azure encrypts the database storage.
• The sign-in service stores passwords only as hashes.
• We encrypt calendar links before we store them.
• Sessions last up to 30 days and end when you sign out. On a shared computer, sign out when you finish.
• Administrator views of an account cannot change anything, and every view is logged.
• If a breach affects your information, we will tell you by email.

Changes to this policy

We post every change on this page with a new version number and date. If a change affects how we use information you already gave us, we will email account holders before it takes effect.

Questions or requests: support@conductscience.com.